How To Change Print Settings In Excel

Lesson 12: Page Layout and Printing

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Introduction

There may be times when you want to print a workbook to view and share your data offline. In one case you lot've called your page layout settings, it'southward easy to preview and print a workbook from Excel using the Print pane.

Optional: Download our practice workbook.

Lookout man the video below to acquire more almost page layout and printing.

To access the Impress pane:

Select the File tab. Backstage view will appear.
Select Print. The Print pane volition announced.

Click the buttons in the interactive below to learn more than about using the Print pane.

To print a workbook:

Navigate to the Print pane, and so select the desired printer.
Enter the number of copies you lot desire to print.
Select whatsoever additional settings if needed (meet above interactive).
Click Impress.

Choosing a print area

Earlier you impress an Excel workbook, it's of import to decide exactly what information yous want to print. For instance, if you have multiple worksheets in your workbook, y'all will need to decide if you want to impress the entire workbook or merely active worksheets. There may also be times when you want to impress only a pick of content from your workbook.

To print active sheets:

Worksheets are considered active when selected.

Select the worksheet you lot want to impress. To print multiple worksheets, click the beginning worksheet, agree the Ctrl fundamental on your keyboard, then click whatever other worksheets you want to select.
Navigate to the Print pane.
Select Impress Active Sheets from the Print Range drib-down bill of fare.
Click the Print push button.

To print the entire workbook:

Navigate to the Print pane.
Select Print Entire Workbook from the Print Range drop-down carte.
Click the Impress push button.

To print a pick:

In our instance, we'll print the records for the top 40 salespeople on the Key worksheet.

Select the cells you lot want to print.
Navigate to the Print pane.
Select Print Selection from the Print Range drib-down menu.
A preview of your selection volition appear in the Preview pane.
Click the Print button to print the selection.

If you prefer, you can too gear up the print area in advance so yous'll exist able to visualize which cells will be printed as you work in Excel. Simply select the cells yous want to print, click the Page Layout tab, select the Impress Expanse command, and then choose Set Print Expanse. Keep in mind that if yous e'er need to impress the entire workbook, yous'll need to clear the print surface area.

Set Print Area

Adjusting content

On occasion, you may need to brand small adjustments from the Print pane to fit your workbook content neatly onto a printed page. The Print pane includes several tools to assistance fit and scale your content, such as scaling and page margins.

To change page orientation:

Excel offers two page orientation options: landscape and portrait. Landscape orients the page horizontally, while portrait orients the folio vertically. In our example, we'll set the page orientation to mural.

Navigate to the Print pane.
Select the desired orientation from the Folio Orientation drop-down menu. In our example, we'll select Landscape Orientation.
The new folio orientation will be displayed in the Preview pane.

To fit content before printing:

If some of your content is being cut off by the printer, you can use scaling to fit your workbook to the page automatically.

Navigate to the Print pane. In our instance, nosotros can see in the Preview pane that our content will be cut off when printed.
Select the desired option from the Scaling drop-down menu. In our instance, we'll select Fit All Columns on One Page.
The worksheet volition be condensed to fit onto a unmarried page.

Keep in mind that worksheets will go more difficult to read as they are scaled down, so you may not want to use this option when printing a worksheet with a lot of information. In our example, we'll change the scaling setting dorsum to No Scaling.

To include Print Titles:

If your worksheet uses title headings, it's important to include these headings on each folio of your printed worksheet. It would be hard to read a printed workbook if the title headings appeared merely on the commencement page. The Impress Titles command allows you to select specific rows and columns to appear on each page.

Click the Folio Layout tab on the Ribbon, and then select the Print Titles command.
The Page Setup dialog box volition appear. From hither, you can choose rows or columns to echo on each page. In our example, we'll repeat a row outset.
Click the Plummet Dialog push button adjacent to the Rows to echo at tiptop: field.
The cursor will become a small pick arrow, and the Page Setup dialog box will be collapsed. Select the row(south) you want to echo at the acme of each printed page. In our example, we'll select row 1.
Row 1 will be added to the Rows to repeat at top: field. Click the Collapse Dialog button once again.
The Folio Setup dialog box will aggrandize. To repeat a cavalcade as well, use the same process shown in steps 4 and v. In our example, nosotros've selected to echo row i and column A.
When you're satisfied with your selections, click OK.
In our example, row one appears at the top of every page, and column A appears at the left of every folio.

To adjust folio breaks:

Click the Folio Break Preview control to change to Page Intermission view.
Vertical and horizontal bluish dotted lines denote the folio breaks. Click and elevate one of these lines to adjust that page break.
In our example, we've set the horizontal page pause between rows 21 and 22.
In our example, all the pages now show the same number of rows due to the change in the folio break.

To alter margins in the Preview pane:

A margin is the infinite betwixt your content and the edge of the folio. Sometimes yous may demand to suit the margins to make your data fit more comfortably. Yous can modify page margins from the Print pane.

Navigate to the Impress pane.
Select the desired margin size from the Page Margins driblet-downwards bill of fare. In our example, we'll select Narrow Margins.
The new page margins will be displayed in the Preview pane.

You tin accommodate the margins manually by clicking the Show Margins button in the lower-right corner, then dragging the margin markers in the Preview pane.

The Show Margins view button.

Challenge!

Open up our practise workbook.
Click the East Declension tab at the bottom of the workbook.
In the Page Layout tab, apply the Print Titles characteristic to echo row one at the top and column A at the left.
Using the Folio Break Preview command, motility the interruption between rows 47 and 48 up so information technology's betwixt rows 40 and 41.
In B ackstage view, open the Impress Pane.
In the Print pane, change the orientation to Landscape.
Alter the margins to Narrow.
Change the scaling to Fit All Columns on I Page.
When you are finished, your print preview should await like this: